Surgery Coordinator

Regenerative Orthopedic Center (ROC) is seeking an experienced Surgery Scheduler to join our Surgical Services team, supporting a spine surgeon and a total joint surgeon.

This is a detail-intensive role for someone who enjoys coordinating complex surgical cases, communicating with patients, and making sure every requirement is completed before surgery. Previous spine surgery scheduling experience is strongly preferred, and experience supporting orthopedic surgical practices is highly valued.

Our Surgery Schedulers work closely with surgeons, clinical teams, surgical facilities, insurance companies, and patients to coordinate cases from the decision to proceed with surgery through postoperative follow-up.

We are looking for someone who is highly organized, dependable, comfortable managing multiple cases and competing deadlines, and able to communicate confidently and compassionately with patients throughout the surgical process.

What You'll Do

As a Surgery Scheduler at ROC, you will coordinate spine and total joint surgical cases from start to finish. Responsibilities include:

• Coordinate and schedule spine and total joint surgical procedures with patients, surgeons, and surgical facilities
• Communicate with patients regarding surgery dates, locations, preparation requirements, and next steps
• Coordinate surgeon and facility availability and communicate schedule changes promptly
• Review surgical orders and case information for accuracy and completeness
• Obtain and document insurance prior authorizations and ensure payer requirements are completed before surgery
• Verify benefits and communicate relevant insurance information as part of the scheduling process
• Coordinate required preoperative medical clearances, testing, labs, and other documentation
• Track outstanding requirements and proactively follow up to prevent surgical delays or cancellations
• Prepare and distribute surgical paperwork, orders, and required documentation to hospitals and surgical facilities
• Maintain accurate and current surgical information within the electronic medical record and scheduling systems
• Coordinate with clinical staff when additional documentation, testing, authorization, or provider review is needed
• Schedule postoperative appointments and assist with coordination of follow-up care
• Communicate changes, concerns, and barriers to the appropriate members of the surgical and clinical teams
• Maintain patient confidentiality and follow HIPAA and organizational policies
• Provide additional administrative support to the Surgical Services team as needed

What We're Looking For

• At least two years of surgery scheduling or surgical coordination experience in a busy medical or surgical practice
• Previous spine surgery scheduling experience strongly preferred
• Orthopedic and/or total joint surgery experience preferred
• Strong knowledge of medical terminology and surgical scheduling workflows
• Experience coordinating complex surgical cases and preoperative requirements
• Experience with insurance verification and prior authorization processes
• Excellent organizational skills and attention to detail
• Strong follow-through and the ability to manage multiple surgical cases at different stages simultaneously
• Ability to identify missing information or requirements and follow through before they delay patient care
• Ability to prioritize competing deadlines and adjust quickly when surgical schedules change
• Professional and compassionate communication with patients, including those navigating complex or major surgical procedures
• Strong written and verbal communication skills
• Ability to work collaboratively with surgeons, clinical teams, hospitals, surgical facilities, and insurance representatives
• Proficiency with electronic medical record systems and Microsoft Office/Teams
• Experience with ModMed EMA is a plus
• Spanish/English bilingual skills are a plus

Education: High school diploma or equivalent required. Additional education or training in healthcare or medical administration is preferred.

What Success Looks Like

Scheduling spine and total joint surgery involves much more than finding an available operating room date. These cases can involve multiple preoperative requirements, insurance authorization, medical clearances, testing, facility coordination, and ongoing communication with patients and clinical teams.

A successful Surgery Scheduler at ROC is someone who stays several steps ahead. You keep track of what has been completed, recognize what is still missing, follow up before a deadline becomes a problem, and make sure the patient, surgeon, and surgical facility have what they need.

You take ownership of your cases, communicate clearly, and remain organized even when schedules or priorities change.

Schedule & Work Environment

This is a full-time, onsite position.

The role is primarily administrative and involves extensive computer and telephone work throughout the day. Surgery Schedulers work closely with our surgeons, clinical teams, hospitals, and outside surgical facilities and may occasionally need to work from another ROC location based on department needs.

Reliable transportation is required when travel between ROC locations is necessary.

Regenerative Orthopedic Center (ROC) is a growing, physician-led orthopedic practice dedicated to helping patients stay active and return to the activities they love. With multiple locations throughout the Portland metro area, our team includes orthopedic surgeons, advanced practice providers, therapists, clinical staff, and administrative professionals working together to provide exceptional patient care.

At ROC, we believe great patient care starts with a strong team. We value collaboration, accountability, communication, and a willingness to adapt as our organization continues to grow. Every role at ROC contributes to the patient experience, whether working directly with patients or supporting the teams behind their care.

We offer a fast-paced, team-oriented environment with opportunities to learn, develop new skills, and grow professionally. We are looking for dependable, motivated individuals who take pride in their work, support their teammates, and want to make a meaningful contribution to both our patients and our organization.

If you are looking for an opportunity to grow with an established and evolving orthopedic practice, we invite you to explore a career with ROC.